Job Posting Title:

Executive Assistant, Research Development, Office of the Vice President for Research, Scholarship and Creative Endeavors

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Hiring Department:

Office of the Vice President for Research, Scholarship and Creative Endeavors

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

AUSTIN, TX

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Job Details:

General Notes

The mission of the Office of the Vice President for Research, Scholarship and Creative Endeavors (OVPR) is to foster the expansion of the scale, quality, and impact of scholarly endeavors at UT Austin. We are committed to building capacity, promoting interdisciplinary collaboration, and lowering the barriers and burden involved in scientific and creative inquiry through the development of an investigator-focused infrastructure that supports the needs of UT Austin's research enterprise.

UT Austin offers a competitive benefits package that includes: 

100% employer-paid basic medical coverage Retirement contributionsPaid vacation and sick timePaid holidays

Please visit our Human Resources (HR) website to learn more about the total benefits offered.

Purpose

Support the Deputy Vice President for Research (DVPR) with leadership, resource management, staff and program development for the Research Development (RD) portfolio.

ResponsibilitiesManages a complex schedule for the DVPR with fluid reprioritizations that will often require independent decision-making. Schedules appointments and meetings, coordinates resources and assembles appropriate reference and back-up material for all meetings. Arranges room reservations, catering, and all other necessary logistical details. Schedules, prepares agendas, and sends reminders for weekly, bi-weekly, and monthly RD team meetings.Supports Research Development team with supervision, staffing and task management of RD Administrative Assistant and RD Student Associates. Recruits, onboards, provides guidance, assigns tasks, and ensures completion of assigned work. Ensures students have submitted timesheets and approves all on a weekly basis. Provides back-up on tasks and temporarily backfill business or operations needs in the RD portfolio in the event of staffing lapses. Indirectly supervises other full-time and part-time staff within areas of responsibility, by helping to engage, influence, and provide mentorship to ensure accountability and adherence to the highest standards.Maintains broad organizational perspective of Research Development. Supports the DVPR with the leadership, resource management, staff and program development for the Research Development portfolio. Researches and analyzes issues, develops options, and recommends a course of action to DVPR to make decisions related to the coordination of services, process improvements, policies and procedures, space needs and staffing issues. Performs high level administrative duties such as managing office projects using task lists, including creating, designing and implementing processes and procedures utilizing current technology. Maintains accurate and professional correspondence logs, files, information databases, and other tracking systems as necessary. Prepares routine, well-written correspondence for distribution and prepares correspondence on behalf of the Research Development team. Documents decisions made within the portfolio regarding target objectives for service to the campus research community, programming developed to meet those objectives, and resources needed to execute said programming. Works with OVPR Finance team to anticipate and forecast needs related to staffing, supplies, equipment, and special initiatives that impact RD as a whole.Creates a high performance and team-oriented culture by monitoring team members’ progress through action items in recurring meetings, encouraging self-management and agile methodologies among team members. Plans and executes professional development group trainings and team-building events, as well as regular opportunities to recognize and reward team members’ contributions. Supports managers with onboarding new RD team members by providing resources relevant to the field of Research Development and its scope within UT.Coordinates travel arrangements for the DVPR and DVPR’s invited visitors. Develops itineraries, books flights, handles arrangements with drivers or cars, reserves meeting facilities, hotel arrangements, and other necessary arrangements. Manages and processes reimbursements. Handles purchasing and reimbursement requests for team member travel and professional development.Provides oversight for flow of communication; monitors calls; ensures that fast-paced office is organized and that all critical areas are covered; plans for contingencies and anticipates potential problems. Ensures overall success of the Research Development portfolio by performing other duties as assigned.

Required QualificationsBachelor’s degree and 5 years of administrative work experience including 2 years at the Administrative Associate or Senior Administrative Associate level.Knowledge of Microsoft Office Suite.Ability to work efficiently and flexibly in a fast-paced environment.Outstanding organizational, prioritizing, and time-management skills.Ability and willingness to work independently and as a team member.Strong written and oral communication skills with sharp attention to detail.Must be reliable and professional at all times.

Relevant education and experience may be substituted as appropriate.

Preferred QualificationsMore than the required years of experience.Experience managing Microsoft SharePoint and OneNote work solutions for business teams.Experience in supporting an executive/director.Working knowledge of University components and the academic research enterprise.Experience identifying and resolving problems in a timely manner.Familiarity with UT policy and procedures.

Salary Range

$75,000 + depending on qualifications

Working ConditionsMay work around standard office conditionsRepetitive use of a keyboard at a workstationUse of manual dexterity

Required Materials

Resume/CV

3 work references with their contact information; at least one reference should be from a supervisorLetter of interestWill require a writing sample in the form of email communication.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded.  Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form.  You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States.  Documents need to be presented no later than the third day of employment.  Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

E-Verify Poster (English) [PDF]E-Verify Poster (Spanish) [PDF]Right To Work Poster (English) [PDF]Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.